Attachment J.13, Traffic Records Assessments and Support (Task Order 1).pdf

693JJ920R000015

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

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INFORMATION

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CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

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M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

693JJ920RQ00027903/26/2020

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693JJ9

National Highway Traffic Safety Adm Office of Acquisition Management 1200 New Jersey Avenue, S.E.

Washington DC 20590

1300 ES 04/27/2020

Yvonne Green yvonne.green@dot.gov

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Reba Dyer

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

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4-10 12-15 16-21

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12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____0_________ calendar days (60 calendar days unless a different period is inserted

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ920R000015

(A) (B) (C) (D) (E) (F)

00001

Title: Traffic Records Assessments and Support

The National Highway Traffic Safety Administration (NHTSA) seeks to issue one negotiated Task Order under IDIQ RFP Number 693JJ920R000003 for Technical Support Services for NHTSA Traffic Records Program. The estimated period of performance is sixty (60) months.

Traffic Records Assessments and Support

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Request for Proposal: 693JJ920R000015 Title: Traffic Records Assessments and Support

Task Order 1 - Attachment J.13

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to provide the National Highway Traffic Safety Administration (NHTSA) with technical support for the project entitled: “Traffic Records Assessments and Support.” The Contractor shall fulfill the work requirements in accordance with Statement of Work (SOW), Section C, and other terms and conditions of the Task Order. All support provided to the Government shall be performed by Contractor employees or personnel otherwise retained by the Contractor.

B.2 TYPE OF TASK ORDER & CEILING AMOUNT

The Government anticipates award of one Time-and-Materials (T&M) Task Order as a result of this solicitation.

The not-to-exceed amount is $TBD.

The Task Order Obligated amount is $TBD.

(End of Section B)

SECTION C - DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK

C.1 ACRONYMS

CDIP Crash Data Improvement Program COR (TO) Contracting Officer’s Representative (Task Order) DOT Department of Transportation MMUCC Model Minimum Uniform Crash Criteria NHTSA National Highway Traffic Safety Administration SME Subject Matter Expert STRAP State Traffic Records Assessment Program TR Traffic Records TRCC Traffic Records Coordinating Committee TRIPRS Traffic Records Improvement Program Reporting System

C.2 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an agency within the U.S.

Department of Transportation. NHTSA’s mission is to save lives, prevent injuries, and reduce the economic costs of traffic crashes. NHTSA accomplishes this in part by analyzing accurate traffic records data to identify traffic safety problems and design effective countermeasures to reduce injuries and deaths caused by crashes. NHTSA promotes a comprehensive, systematic approach to assessing the performance of traffic records systems and works with several partners in the public and private sector, including national non-profit organizations, to achieve this vision and mission.

The Traffic Records Improvement Program Reporting System (TRIPRS) is the online application that NHTSA uses to conduct assessments and to collect and analyze information about State safety programs. TRIPRS currently houses different modules. However, the most widely used application is the State Traffic Records Assessment Program (STRAP), which NHTSA uses to assess States’ crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance data systems, as well as how States manage their Traffic Records Coordinating Committee (TRCC) strategic planning for traffic records, and how States use and integrate data from their traffic records data systems. To qualify for the 405C Traffic Safety Data Improvement grants, States must complete an assessment of their traffic records systems every five years. While States now have options to self-assess, several states continue to request a STRAP assessment, making it the most used module in TRIPRS.

TRIPRS also includes lesser used modules for voluntary technical assistance program that States can request from NHTSA. These include the Crash Data Improvement Program (CDIP) to assess the quality of States crash data systems, the Model Minimum Uniform Crash Criteria (MMUCC) Mapping program to measure how States crash data aligns to MMUCC, and the Pedestrian Bicycle assessment to assess States’ pedestrian and bicycle safety programs. In addition, TRIPRS houses a document library, which NHTSA uses to catalogue documents that States submitted to support their responses to the questions posed by the different modules in TRIPRS.

NHTSA has the capacity to add additional program assessment modules to TRIPRS to address any programmatic needs requiring an assessment. For this Task Order, all references to TRIPRS includes all existing and any future component modules.

NHTSA is constructing a robust environment capable of storing and analyzing data collected in TRIPRS. This Task Order is critical to supporting these objectives, and the Contractor will provide user support and conduct assessments, and analyze the data within the TRIPRS system.

Specifically, the Contractor shall have the ability to use advanced features TRIPRS, which are beyond the skills of external users, but not systems programming and the IT operations and administration. The Contractor shall retain their external user job role but also function in testing, training, and first-tier support for TRIPRS. The Contractor shall be a specialist in the business processes of TRIPRS and provide support to NHTSA and assist TRIPRS users and States participating in assessments.

Further detail on TRIPRS are found in the STRAP manuals see the following attachments: (J.4, State Traffic Records Assessment Program ((STRAP)) Assessor/Module Leader System User Manual), (J.5, State Traffic Records Assessment Program ((STRAP)) Assessment Facilitator System User Manual), (J.6, State Traffic Records Assessment Program ((STRAP)) Region Coordinator - System User Manual), (J.7, State Traffic Records Assessment Program ((STRAP)) NHTSA Headquarters - System User Manual)

C.3 OBJECTIVES

The objective of this task order is (1) to provide user support for the TRIPRS IT system, (2) to conduct assessments using the different TRIPRS modules, and (3) to analyze the data collected in TRIPRS. Specifically, the contractor will conduct assessments during the period of performance, which require the contractor to furnish and manage facilitators and assessors sufficient to complete these assessments. The contractor shall provide technical support and training for users of the TRIPRS system. This includes providing training and help desk assistance to (a) the State users who enter data into TRIPRS to participate in an NHTSA assessment program, and (b) the facilitators and assessors who conduct assessments. Also, the contractor will assist the NHTSA Traffic Records Team to develop policies and procedures for the collection, management, and analysis of data in the TRIPRS database.

C.4 SPECIFIC REQUIREMENTS

C.4.1 Kickoff Meeting

Within two (2) week after award, the Contractor shall meet with the NHTSA Contracting Officer’s Representative – Task Order (COR (TO)), Contracting Officer, and other interested NHTSA personnel in Washington D.C. The Contractor shall anticipate two (2) hours for this meeting. The purpose of this meeting is to (1) discuss the administration of the Task Order, and (2) to discuss the project’s objectives, planned course of action, http://en.wikipedia.org/wiki/Computer_programming http://en.wikipedia.org/wiki/System_administration milestones and deliverables, and any other issues the Contractor or Government identifies.

The Contractor shall first conduct a briefing that describes their planned approach. The Contractor shall be prepared with appropriate briefing materials and shall send these materials to the COR(TO) two (2) business days before the kickoff. After the Contractor, has presented their prepared briefing, the Contractor and COR(TO), and other Government representatives will discuss specific details of the project.

C.4.2. Work Plans

Within two (2) weeks of the kickoff meeting, the Contractor shall update the proposed work plans (as evidenced by the Contractor’s proposal) based upon agreements reached in the initial meeting with the COR(TO). These work plans shall include a description of all project tasks and how they will be conducted and include a complete list of project milestones and deliverables. Within two (2) weeks from the time NHTSA receives the Contractor’s work plan, the COR(TO) will either approve the plan or will contact the Contractor for revisions.

The level of effort required for this task will depend upon the number of ongoing assessments. There are currently three (3) assessment modules within TRIPRS, including the traffic records assessments, the crash data improvement program, and the pedestrian and bicycle program assessment. Although the traffic records assessments are mandatory, States now have the option to conduct traffic records self-assessment.

Before the award of the base and each option year, NHTSA will have spoken to each State that needs an assessment to determine if they will participate in the NHTSA peer assessment. The table below lists the details of the 12 confirmed States that requested a traffic records assessment for the base year

State Kickoff On-Site Visit Report to State

1. FL 7/20/2020 TBD 9/2020 10/16/2020

2. IA 8/31/2020 10/9/2020 11/27/2020

3. AL 9/9/2020 10/26/2020 12/11/2020

4. ND 9/29/2020 11/9-10/2020 12/21/2020

5. IL 10/26/2020 12/4/2020 1/22/2021

6. OR 10/6/2020 11/30/2020 1/15/2020

7. MO 12/7/2020 1/15/2021 3/5/2021

8. ME 2/1/2021 3/12/2021 4/30/2021

9. NE 2/15/2021 3/30-31/2021 5/14/2021

10. AR 3/1/2021 4/12-13/2021 5/28/2021

11. VA 3/16/2021 4/26-27/2021 6/9/2021

12. NM 3/29/2021 5/7/2021 6/25/2021

The table below lists the states eligible to request an assessments for Option Years one through four. The actual number of assessments will be determined each year after consulting with the States.

Option Year 1:

PY 2023 – Due before July 1, 2022 (15)

Option Year 2:

PY 2024 – Due before July 1, 2023 (2)

Option Year 3:

PY 2025 – Due before July 1, 2024 (9)

Option Year 4:

PY 2016 Due before July 1 2025 (12)

• Alaska

• Connecticut

• District of Columbia

• Guam

• Hawaii

• Idaho

• Kentucky

• New Jersey

• New York

• North Carolina

• Puerto Rico

• South Carolina

• Vermont

• Virgin Islands

• West Virginia

• Indiana

• Texas

• CNMI

• Georgia

• Massachusetts

• Mississippi

• Montana

• New Hampshire

• Tennessee

• Utah

• Washington

• Colorado

• Delaware

• Kansas

• Maryland

• Michigan

• Minnesota

• Nevada

• Ohio

• Oklahoma

• Rhode Island

• Wisconsin

• Wyoming

Prior to the award of each option period, NHTSA will estimate the number and types of assessments for each year based on States requests for TRIPRS assessments.

Within two (2) weeks of any subsequent option year award, the Contractor shall update the existing work plan that describes all the project tasks and an updated list of project milestones and deliverables.

C.4.3 Recruit Subject Matter Experts

The Contractor shall identify potential personnel required to run each assessment including the assessment facilitators, assessors, and assessors acting as module leaders.

Also, the Contractor shall work with all IT stakeholders to ensure that the necessary IT functionality, including access to STRAP, is available before the start of each assessment.

The Contractor shall work with the Traffic Records Team and any partnering agencies or organizations to identify and maintain a pool of SMEs who are willing and able to work as assessors, module leaders, or facilitators in States where they have not worked as a State employee. This pool of experts must be sufficient to staff all required assessments in a given fiscal year. as stated in Task C.4.2, NHTSA will inform the Contractor of the estimated number and types of assessments the number of assessment upon award of the base IDIQ and each option year.

The Contractor shall secure all personnel required to conduct each assessment including the assessment facilitator, assessors, and technical writer. The Contractor may use the hiring vehicle that best suits the needs of the Contractor or assessment team. All assessment personnel selections must be approved in writing by the appropriate NHTSA Traffic Records (TR) Team member before assignment. Once the NHTSA TR team approves, all personnel must be under contract or another hiring vehicle before work on each assessment begins. The Contractor shall ensure that all contracted assessment personnel requiring STRAP training receives it before the beginning of each assessment. Also, the Contractor shall provide pre-assessment kickoff support to the assigned NHTSA TR Team representative, State Coordinator, and facilitator by coordinating and participating in pre-assessment kickoff planning teleconferences, training webinars, and making any requested alterations to the assessment team.

C.4.4. TRIPRS Training for Facilitators, Assessors, and State Coordinators Webinar

The Contractor shall provide appropriate training for the the assessment facilitators, assessors, and State coordinators for each of the TRIPRs assessment modules.

Specifically, the traffic records assessment, MMUCC mapping, CDIP, Pedestrian and Bicycle assessment, the document library and any other assessment modules that may be added to TRIPRS.

Since States are required to assess their traffic records systems every five (5) years, the bulk of this training will be related to the traffic records assessments. This includes (a) managing the State assessment and assigning respondents and assessors to each question,

(b) responding to assessment questions, (c) rating the responses to each question and (e) exporting the final assessment report from STRAP. A Traffic records assessment begins at two-week intervals, follows an established schedule, and lasts approximately ninety

(90) days to complete, whereas the schedules for the CDIP, Pedestrian and Bicycle assessments and MMUCC mappings are determined jointly by NHTSA and the States.

C.4.5 Assessment Logistics Support

The Contractor shall provide support for the logistics for planning assessments, which includes scheduling and attending the kickoff meetings for assessments, supporting the facilitator and NHTSA TR Team representative during each assessment. This may entail participation in phone calls with the State, assisting with logistical arrangements, and ensuring that the assessment has been set up in TRIPRS environment before the kickoff meeting.

C.4.6 Conduct Assessments

The Contractor shall ensure that the facilitator and assessment team members are undertaking their assigned duties within the designated timeframes per the procedures manual for each assessment in TRIPRS. (See attached J.3, Traffic Records Program Assessment Advisory, 2018 Edition). This includes the review of submitted data, submission of requests for clarification, ballots, ratings, and recommendations as appropriate. This applies to the technical writers and facilitator and their associated responsibilities for oversight, coordination, and the writing, production, and distribution of the final report.

C.4.7 Assessment Report Out

The Contractor shall assist the facilitator in making any required logistical arrangements related to the assessment report-out, whether online via webinar or on-site for each assessment.

C.4.8 Documentation

The Contractor shall maintain and organize all documentation associated with each assessment—schedules, staffing details, etc. so the TR staff can easily retrieve the information.

C.4.9 TRIPRS Help Desk

This task is to provide technical support for users with any problems they encounter interacting with the different TRIPRS modules. Specifically, the Contractor shall establish and operate a help desk for all the TRIPRS users.

The hours for TRIPRS usage are 8:00 AM to 8:00 PM EST Monday through Saturday as needed during an active assessment. The bulk of the State users responding to questions will use the system during weekday business hours. However, many assessors will access the system during weekday evenings and weekends. The Contractor will be expected to provide system monitoring and other routine work during normal and peak usage periods. The Contractor should be available to interact with the NHTSA Office of Chief Information Officer (OCIO) and the NHTSA Traffic Records Team to deal with disaster recovery activities, system planning /coordination meetings, etc. on an as-needed basis. Most system maintenance affecting system availability is conducted on Sundays or between 1:00 AM and 6:00 AM EST on weekdays. The critical factor in resolving problems with TRIPRS is communication. The Contractor shall communicate directly with NHTSA’s Contractor responsible for the operations and maintenance of TRIPRS so that stakeholders are abreast of all issue and progress towards the resolution. All Contractor staff assigned to this effort shall have, or be able to obtain, USDOT credentials for accessing systems resources and, if needed, will be issued a DOT laptop for accessing the NHTSA domain.

C.4.10. Designing Enhancements to TRIPRS

This task is to assist NHTSA in the design and development of modules for additional assessments and analysis of different assessment data as identified and requested by the COR(TO) to meet the needs of NHTSA’s traffic records program.

This shall include, but is not limited to, providing subject matter experts for updating the Traffic Records Program Assessment Advisory, developing criteria and assessing other State traffic safety programs, developing analytic tools to query the TRIPRS data, and producing analytic reports on data from all the TRIPRS modules.

C.4.11 Liaison with IT /CIO to Manage Change Requests and Enhancements to

TRIPRS

As a source of technical assistance for the TRIPRS users, the Contractor shall seek to identify programming needs that will enhance the business processes. Specifically, the Contractor shall be responsible for identifying change requests to the TRIPRS database as it sees fit. At a minimum, these changes shall be reported in the monthly report or as soon as any bug or enhancement becomes needed, the Contractor should notify the COR(TO) and the TRIPRS Project Manager of the request. All change requests will be implemented by the appropriate party as designated by the Traffic Records COR(TO) and Program Manager.

(End of Section C)

SECTION D - PACKAGING AND MARKING

The terms and conditions under Section D of the Base IDIQ will be observed under this Task Order, as applicable.

(End of Section of D)

SECTION E - INSPECTION AND ACCEPTANCE

The terms and conditions under Section E of the Base IDIQ will be observed under this Task Order, as applicable.

(End of Section E)

SECTION F - DELIVERIES OR PERFORMANCE

F.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es):

www.acquisition.gov/far

Federal Acquisition Regulation (FAR) Clauses:

FAR 52.242-15 Stop Work Order (AUG 1989), Alternate I (Apr 1984) FAR 52.247-34 F.O.B. Destination (Nov 1991)

F.2 PERIOD OF PERFORMANCE

All work and services required hereunder shall not exceed 60 months from the effective date of the Task Order inclusive of one (1) twelve (12) month base period and four (4) twelve (12) month option periods. The Government reserves the right to exercise options to extend the term of the Contract, on a twelve (12) month basis for four (4) renewable option periods, subject to the provisions of Section I.3.6, Option to Extend the Term of the Contract.

Base Period - Contract Year 1: TBD through TBD Option Period I - Contract Year 2: TBD through TBD Option Period II - Contract Year 3: TBD through TBD Option Period III - Contract Year 4: TBD through TBD Option Period IV - Contract Year 5: TBD through TBD

F.3 PLACE OF PERFORMANCE

The work to be performed under this Task Order shall be accomplished at the Contractor’s facility and on site at the States’ highway safety offices.

F.4 PERFORMANCE MILESTONES AND DELIVERABLES

All deliverables are subject to COR (TO) review and approval, and changes may be required.

The Contractor shall immediately notify the COR (TO) of any problems that might delay the completion of a requirement.

The following deliverables apply to this Task Order and are considered important to the successful completion of the Task Order.

http://www.acquisition.gov/far

Item No.

Task Milestone (M)/Deliverable (D) Due Date

1 C.4.1 Kickoff meeting (M) Within two (2) weeks of ATOA 2 C.4.2 Submit Work Plan (M) (D) Within two (2) weeks of Kickoff meeting and two weeks after all option year awards

3 C.4.2 COR (TO) provides approval work plans (M)

Within two (2) weeks after receipt of item #2

4 C.4.3 Recruit Subject Matter Experts (M) Continuous 5 C.4.4 TRIPRS Training for Facilitators, Assessors, and State Coordinators Webinar (M)

Continuous

6 C.4.5 Assessment Kickoff meeting (M) Continuous 7 C.4.6 Conduct Traffic Records Assessment

(M) (D) Continuous

8 C.4.7 Assessment Report Out (M)(D) Continuous 9 C.4.8 Documentation (M) Continuous 10 C.4.9 TRIPRS Help Desk (M) (D) Continuous 11 C.4.10 Designing Enhancements to TRIPRS

(M)(D) Continuous

12 C.4.11 Liaison with IT /CIO to Manage Change Requests and Enhancements to TRIPRS

(M) (D)

Continuous

13 F.6 Monthly Report (D) 15th calendar day of each month following the month being reported

F.5 PLACE OF DELIVERY

Unless otherwise specified, all deliverables shall be delivered electronically, under transmittal letter, to the assigned COR (TO) at the following address:

ITEM NOS. ADDRESS

2,7,8,10,11,12 & 13

DOT/National Highway Traffic Safety Administration Crash Investigation Division (NSA-221)

ATTN: TBD, COR (TO)

1200 New Jersey Ave., SE, Room TBD Washington, D.C. 20590 E-mail: TBD Phone: TBD

13 DOT/National Highway Traffic Safety Administration Office of Acquisition Management (OAM), NFO-300 Attention: TBD, Contracting Officer 1200 New Jersey Avenue, S.E., TBD Washington, D.C. 20590 E-mail: TBD Phone: TBD

F.6 MONTHLY REPORT

By the 15th of each month, the contractor shall email the NHTSA COR(TO) a Monthly Report.

At a minimum, this report shall include a narrative description of the following items.

a. Accomplishments made during the reporting period including a usage list of Help Desk contacts and description of services provided.

b. Funds status by major cost element, month’s obligations, cumulative obligations, estimated the cost to complete, and percent of cost expended versus percent of completion.

c. Plans for accomplishments in the next reporting period.

d. Problems or delays that the contractor has experienced in the conduct of his/her services.

e. Requests for specific actions that NHTSA should undertake to help the contractor to alleviate a problem.

F.7 SPECIFICATIONS FOR ELECTRONIC FILES

Electronic files containing final reports required under this Task Order shall be provided in accordance with the following:

SPECIFICATIONS:

Electronic Master File: An electronic version of the final report shall be used as the “Master” report final copy. All hard-copy reports shall be generated from this electronic master file. A copy of the electronic master file shall be provided to NHTSA.

SYSTEM COMPATIBILITY:

All electronic files submitted must be compatible with the Windows XP Personal Computer (PC) system. For the period of performance of this Task Order, unless otherwise specified, the following requirements apply:

1. Software Application: The software application used to store the electronic file version of the final report (the Master File) shall be compatible with Microsoft Word 2000, currently in use at NHTSA, i.e., the file must be able to be opened and viewed in Microsoft Word 2000.

2. Printer: The report must print in the correct format, i.e. correct pagination, adequate test and image quality, etc., when printed using any Hewlett-Packard (HP) LaserJet Printer model.

3. Storage Medium: All electronic report copies shall be submitted on a USB flash drive, a compact disc (CD), or sent electronically as an e-mail attachment or posted on a secure website for downloading. Reports can be zipped, i.e. compressed, to save memory space as required. The discs or e-mail attachments may contain a single report or multiple reports.

4. Image Formats: All images (photographs, charts, graphs, etc.) contained within a test report shall be imbedded in the report in a JPEG, TIFF, or a compatible Microsoft Office program (Excel, PowerPoint, and Outlook) file format. Photographs and plots should not be provided separately. If a photograph is supplied by an outside source (Contractor, grantee, national organization, etc.), the Contractor shall include a release form indicating that the human subjects in the photo authorize NHTSA to use the photo in its publications and on its Internet site.

NHTSA reserves the right to change the hardware and software requirements stated above.

F.8 COMPLIANCE WITH REHABILITATION ACT

The Contractor may be required to ensure that electronic documents it prepares will meet the requirements of Section 508 of the Rehabilitation Act. The Rehabilitation Act requires that all electronic products prepared for the Federal Government be accessible to persons with disabilities, including those with vision, hearing, cognitive, and mobility impairments. When an electronic document developed under this effort have been identified by NHTSA as necessary and required to meet the requirements of Section 508, it is understood that all reasonable costs incurred by the Contractor that are associated with meeting the requirements for Section 508 compliance with be fully reimbursed by the Government.

The Contractor should review Section 508 of the Rehabilitation Act (http://www.accessboard.gov/508.htm) and the Federal IT Accessibility Initiative (Home Page) (http://section508.gov/) further information on these requirements.

(End of Section F) http://section508.gov/

SECTION G – TASK ORDER ADMINISTRATION DATA

G.1 SUBMISSION OF INVOICES

The Contractor shall scan its invoice into PDF format and transmit one (1) copy electronically via e-mail to the following addresses:

9-AMC-AMZ-NHTSA-Invoices@faa.gov

Alternatively, the Contractor may submit one (1) original invoice copy to the following address:

DOT/National Highway Traffic Safety Administration Mike Monroney Aero Center Accounts Payable Branch, AMZ-150 P.O. Box 268911 Oklahoma City, OK 73126

The Contractor is responsible for ensuring the legibility of the PDF image. Illegible copies may be returned to the Contractor for resubmission and may result in payment delays. To be an acceptable invoice, the Contractor shall include the following information:

1) Name and address of the Contractor.

2) Invoice date and invoice number. The Contractor should date invoices as close as possible to the date of the mailing or transmission.

3) Timeframe covered by the invoice.

4) NHTSA Contract number.

5) Task Order Number:

6) NHTSA Contract Specialist:

7) NHTSA Contracting Officer’s Name:

8) NHTSA Contracting Officer’s Representative (TO) name:

9) Itemization of costs to include:

a) Contract Line Item Number (CLIN) if applicable;

b) Number of hours worked for each Labor Category billed;

c) Associated Labor Rate for each Labor Category billed;

d) Total reimbursement requested for that specific invoice; and

e) Cumulative Total of reimbursements to date (for that Task/Delivery Order).

Labor charges are to be substantiated by individual daily job time cards or a record of records to be retained by the Contractor and made available for the Government’s inspection on an “as-required” basis.

Name and address of Contractor official where questions regarding payment should be referred.

The Contractor shall certify that the hours worked and Labor Categories being charged to the mailto:9-AMC-AMZ-NHTSA-Invoices@faa.gov

Government are correct, and that the dollar amounts invoiced were incurred for the work billed.

To be acceptable for payment, each invoice must contain the following certifications:

“I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Task Order and the contract.”

If the invoice does not comply with these requirements, the invoice will be returned as an improper invoice within seven (7) calendar days after receipt.

NOTE:

The final invoice is not subject to interest payment under the Prompt Payment Act. The Contracting Officer will process the final invoice as a routine part of the closeout process. When directed by the CO, the Contractor shall submit the final invoice to OKC with a copy to the CO along with the final closeout documents.

G.2 FAR 52.232-20 LIMITATION OF COST (Apr 1984)

(a) The parties estimate that performance of this contract, exclusive of any fee, will not cost the Government more than

(1) The estimated cost specified in the Schedule or,

(2) If this is a cost-sharing contract, the Government’s share of the estimated cost specified in the Schedule. The Contractor agrees to use its best efforts to perform the work specified in the Schedule and all obligations under this contract within the estimated cost, which, if this is a cost-sharing contract, includes both the Government’s and the Contractor’s share of the cost.

(b) The Contractor shall notify the Contracting Officer in writing whenever it has reason to believe that --

(1) The costs the Contractor expects to incur under this contract in the next 60 days, when added to all costs previously incurred, will exceed 75 percent of the estimated cost specified in the Schedule; or

(2) The total cost for the performance of this contract, exclusive of any fee, will be either greater or substantially less than had been previously estimated.

(c) As part of the notification, the Contractor shall provide the Contracting Officer a revised estimate of the total cost of performing this contract.

(d) Except as required by other provisions of this contract, specifically citing and stated to be an exception to this clause --

(1) The Government is not obligated to reimburse the Contractor for costs incurred in excess of

(i) The estimated cost specified in the Schedule or,

(ii) If this is a cost-sharing contract, the estimated cost to the Government specified in the Schedule; and

(2) The Contractor is not obligated to continue performance under this contract (including actions under the Termination clause of this contract) or otherwise incur costs in excess of the estimated cost specified in the Schedule, until the Contracting Officer

(i) Notifies the Contractor in writing that the estimated cost has been increased and

(ii) Provides a revised estimated total cost of performing this contract. If this is a cost-sharing contract, the increase shall be allocated in accordance with the formula specified in the Schedule.

(e) No notice, communication, or representation in any form other than that specified in subparagraph (d)(2) above, or from any person other than the Contracting Officer, shall affect this contract’s estimated cost to the Government. In the absence of the specified notice, the Government is not obligated to reimburse the Contractor for any costs in excess of the estimated cost or, if this is a cost-sharing contract, for any costs in excess of the estimated cost to the Government specified in the Schedule, whether those excess costs were incurred during the course of the contract or as a result of termination.

(f) If the estimated cost specified in the Schedule is increased, any costs the Contractor incurs before the increase that are in excess of the previously estimated cost shall be allowable to the same extent as if incurred afterward, unless the Contracting Officer issues a termination or other notice directing that the increase is solely to cover termination or other specified expenses.

(g) Change orders shall not be considered an authorization to exceed the estimated cost to the Government specified in the Schedule, unless they contain a statement increasing the estimated cost.

(h) If this contract is terminated or the estimated cost is not increased, the Government and the Contractor shall negotiate an equitable distribution of all property produced or purchased under the contract, based upon the share of costs incurred by each.

(End of Clause)

G.4 PURCHASE APPROVALS

The Contractor shall obtain written approval of the COR (TO) and Contracting Officer prior to purchasing items under this Task Order, including supplies and equipment, that had not been included and approved as part of the Contractor’s proposal. The Contractor shall submit a copy of all receipts with the monthly invoices for reimbursement.

G.5 TRAVEL AND PER DIEM RATES

It is expected that, from time to time as set forth in the requirements detailed in Section C, the Contractor will be required to travel to NHTSA in Washington, D.C., to accomplish the goals set forth within the Statement of Work. It is also acknowledged that travel may be required by the Contractor and its Subcontractors s (if any) to assist in the performance of this work or to attend meetings or other project activities initiated by the COR (TO).

Travel costs will be reimbursed in accordance with FAR Part 31.

The Contractor shall obtain COR (TO)/CO approval before scheduling any travel unless specifically stated otherwise in the Task Order. Travel and Per Diem authorized under this Task Order shall be reimbursed in accordance with the Government Travel Regulations currently in effect.

Travel requirements under this Task Order shall be met using the most economical form of transportation available. If economy class transportation is not available, the request for payment voucher must be submitted with justification for use of higher class travel indicating dates, times, and flight numbers. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the COR (TO).

G.6 CONTRACTING OFFICER’S REPRESENTATIVE TASK ORDER (COR (TO))

a. The Contracting Officer will designate a COR (TO) to assist in monitoring the work under this Task Order. The COR (TO) is responsible for the technical administration of the Task Order and technical liaison with the Contractor. The COR (TO) IS NOT AUTHORIZED to change the scope of work or specifications as stated in this Task Order, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the Task Order price, delivery schedule, period of performance or other terms or conditions.

b. The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of this Task Order shall not be construed to authorize the revision of the terms and conditions of this Task Order.

The Contracting Officer will authorize any such revision in writing.

G.7 DESIGNATION OF COR (TO)

The NHTSA designated COR (TO) is TBD.

While this list is not exhaustive, some of the major responsibilities of the COR (TO) are as follows. Specifically:

• To provide information and technical assistance from available Government resources as determined appropriate by the COR (TO).

• To provide liaison with other Government/private agencies as appropriate; and,

• To stimulate the exchange of ideas and information among recipients of related projects through periodic meetings.

Complete POC information for the COR (TO) will be provided below:

DOT/NHTSA

TBD, NSA-110

1200 New Jersey Avenue, SE, WXX-XXX Washington, DC 20590 Telephone: (202) 366-XXXX E-mail: TBD@dot.gov

G.8 DESIGNATION OF ALTERNATE COR (TO)

In the event that the COR (TO) of record (identified in G.6 above) is unavailable for a period of time during which the Contractor requires technical guidance or during which other COR (TO) duties must be fulfilled, then the person identified below has been designated by the NHTSA Contracting Officer to perform those duties as the Alternate COR (TO).

DOT/NHTSA

TBD, NSA-110

1200 New Jersey Ave SE, WXX-XXX Washington, DC 20590 Telephone: (202) 366-XXXX E-mail: TBD@dot.gov

G.9 CONTRACTOR TASK ORDER PROJECT MANAGER

The Contractor shall appoint a Project Manager who will be the Contractor’s authorized supervisor for technical and administrative work performed under this Task Order. The Project Manager shall act as the single point of contact between the Contractor and the COR (TO) or other duly authorized of the Government representative under the Task Order.

The Project Manager shall receive and execute, on behalf of the Contractor, such technical assignment directives as the COR (TO), or other duly authorized representative, may issue within the terms and conditions of the Task Order.

Complete POC information for the Task Order Project Manager is provided below:

TBD

G.8 KEY PERSONNEL

(a) The personnel as specified below are considered essential to the work being performed under this Task Order and may, with the consent of the contracting parties, be changed from time to time during the course of the Task Order by adding or deleting personnel, as appropriate.

(b) Before removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the Contracting Officer, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the Contracting Officer to evaluate the potential impact of the change on the Task Order. The Contractor shall not remove or replace personnel under this Task Order until the Contracting Officer approves the change.

The Key Personnel under this Task Order is: TBD

(End of Section G)

SECTION H - SPECIAL CONTRACT REQUIREMENTS

The terms and conditions under Section H of the Base IDIQ contract will be observed under this Task Order, as applicable.

(End of Section H)

PART II – CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

The terms and conditions under Section I of the Base IDIQ contract will be observed under this Task Order, as applicable.

(End of Section I)

PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

SECTION J – LIST OF ATTACHMENTS

Exhibits

E.1 Cost Proposal Template

Attachments

J.1 Subcontractor Checklist J.2 Past Performance Questionnaire J.3 Traffic Records Program Assessment Advisory, 2018 Edition J.4 State Traffic Records Assessment Program (STRAP) Assessor/Module Leader System User Manual J.5 State Traffic Records Assessment Program (STRAP) Assessment Facilitator System User Manual J.6. State Traffic Records Assessment Program (STRAP) Region Coordinator - System User Manual J.7 State Traffic Records Assessment Program (STRAP) NHTSA Headquarters - System User Manual

(End of Section J)

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF OFFERORS OR RESPONDENTS

The terms and conditions under Section K of the Base IDIQ contract will be observed under this Task Order, as applicable.

(End of Section K)

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO THE

OFFERORS OR RESPONDENTS

L.1 PROPOSAL DELIVERY

1. Questions: All questions concerning the RFP shall be submitted electronically to Yvonne Green, Contract Specialist, via email at NHTSAOAM@dot.gov with a copy to Yvonne.Green@dot.gov, no later than 1:00 PM EST, Thursday, April 2, 2020 in order for responses to questions to be conveyed in a timely manner. No telephone requests will be entertained. Responses to questions will be provided via email. Offerors shall include RFP Number 693JJ920R000015 in the subject line. Offerors shall submit questions in the form of an electronic file attachment in Microsoft Word format (compatible with version 2016) and shall include at a minimum, company name, address, point of contact, phone number and a reference point for where the question originated.

For example:

SOW Section C.5.2, “entitled…” Question: (State the Question)

2. Offerors shall acknowledge receipt of all amendments, if any, to the Solicitation.

Amendment or Cancellation of Solicitation: NHTSA reserves the right to amend or cancel this solicitation as necessary to meet NHTSA requirements.

Communication: Until a formal notice of award is issued, no communication by the Government either written or oral shall be interpreted as a promise that an award will be made.

When/Where/How to Submit: Each Offeror shall submit their technical and price/cost proposals electronically to Yvonne Green, Contract Specialist, via email at NHTSAOAM@dot.gov with a copy to Yvonne.Green@dot.gov, no later than 1:00 PM EST Friday, April 24, 2020.

**NOTE: If electronic submission is not possible, one (1) Flash Drive copy of the Technical Proposal and one (1) Flash Drive copy of the Business/Cost Proposal may be submitted by mail to the address listed below. However, it is the Offeror’s sole responsibility to ensure the timely submission/delivery of proposals.

Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management Attn: Yvonne Green 1200 New Jersey Ave, SE, W51-123 Washington, DC 20590 mailto:NHTSAOAM@dot.gov mailto:Yvonne.Green@dot.gov mailto:NHTSAOAM@dot.gov mailto:Yvonne.Green@dot.gov

L.2 FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

The Government intends to issue one (1) non-severable, Time and Material Task Order.

L.3 PROPOSAL FORMAT

The Offeror shall submit/present the Technical and Price/Cost Proposals as two (2) separate volumes:

VOLUME I – TECHNICAL PROPOSAL

Part I: Technical Plan Part II: Knowledge, Skill, and Staff Qualifications

Part III: Corporate Experience and Past Performance

• The Technical Proposal shall contain a cover sheet that clearly identifies the Offeror’s name, address, RFP number 693JJ920R000015, and date.

• The electronic submission(s) shall be submitted in a format compatible with Microsoft Office.

• Page Limit: 25 (Resumes are limited to three (3) pages each and are not included in the Technical Proposal Page Limit).

• No cost/price data shall be included in Volume I: Technical Proposal.

VOLUME II – PRICE/COST/BUSINESS PROPOSAL

• The Price/Cost/Business Proposal shall contain a cover sheet that clearly identifies the Offeror’s name, address, RFP number 693JJ920R000015, DUNS number, total proposed price/cost, and date.

• The electronic submission(s) of the Price/Cost Proposals shall be submitted in a format compatible with Microsoft Office 2016. The electronic submission shall allow the Government to interact with the data.

• Subcontractors’ cost/pricing shall be submitted in the same format and level of detail as the prime Contractor’s proposal.

• Supporting Documentation for ODC Indirect Costs (if applicable) shall be provided.

• The SF-33 must be signed by an authorized official of the company and included as part of the Cost/Business proposal.

• Page Limit: None

Note: NHTSA will not be liable for the failure to read and/or evaluate a business (cost/price) proposal that contains a virus and/or similar problem.

L.4 TECHNICAL PROPOSAL INSTRUCTIONS

A written technical proposal is required for this RFP. The technical proposal shall not exceed 25 pages and shall be bound separately from the business proposal. The Technical Proposal, Volume I, will be evaluated in accordance with Section M.2. Volume I: Technical Proposal shall be submitted in three (3) parts:

Part I: Technical Plan Part II: Knowledge, Skill, and Staff Qualifications

Part III: Corporate Experience and Past Performance

Price/cost information shall not be provided in the forwarding letter or in any part of the technical proposal.

L.4.1 PART I: Technical Plan

Offerors shall provide information indicating a plan for overall management of the project. This shall include: a strategy to ensure that work and deliverables are within budget, and on schedule; the risk management approach including the identification of potential issues that may arise during the conduct of the project and strategies for handling risks and opportunities; a detailed description on how Offerors plan to manage the Task Order, meet task requirements and schedules, and communicate with NHTSA;

and the Offeror’s approach to accomplishing the Government’s objectives.

The proposed technical plan shall demonstrate the Offeror’s thorough understanding of the objectives of the solicitation, the merit of the Offeror’s technical approach, and the potential for the Offeror’s work to provide States with a valid traffic records assessment using NHTSA’s online assessment tool, STRAP, and done in accordance with the methodology outlined in the 2018 Traffic Records Advisory.

Specifically, the technical plan shall explain how the contractor will schedule, staff and manage the traffic records assessments to identify potential problems that can arise and how to mitigate these problems.

L.4.2 PART II: Knowledge, Skill, and Staff Qualifications

Offerors shall provide a staffing plan that demonstrates the experience and expertise of proposed personnel for this Task Order, their skill levels and number of hours proposed;

and the quantity and qualifications of proposed personnel as well as the availability of staff (i.e., is the proposed individual an existing, bona fide employee of the Offeror or employment of the proposed individual be contingent upon award of the task order). The staffing plan shall include key subcontractor employees assigned to the project and the approximate percentage of time each individual will be available for this project.

Offerors shall provide the names of all proposed staff members. Biographical summaries with dates for past positions shall be included. Summaries shall list formal education and applicable past work experience. This shall include the experience and qualifications of proposed technical staff in the following areas:

• Experience collecting, managing, or analyzing data from one or more Traffic Records systems, including crash, driver, vehicle, roadway, citation and adjudication and injury surveillance data systems

• Experience conducting Federal safety program assessments.

• Strong written communication skills

Each resume shall be limited to three (3) pages. Resumes shall be current and updated within the past year.

L.4.3 PART III: Corporate Experience and Past Performance

Offerors shall describe their experience in performing efforts similar to those identified in this solicitation,…